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Sales Orders

If an end-user wishes to purchase something, whether, physical or service, NetHelpDesk has the ability to raise Sales Orders for your end-users, so their purchase can be tracked, and potentially charged. Whether they are stand alone, or as part of an existing request, the Sales Orders are easily accessed to start using straight away.

If the Sales Orders option in the left hand menu is not visible, or the Sales Orders tab is not present when looking at a request, these are accessed via each Technician’s individual account, in the Features Visible tab. To access Technicians accounts, the user logged in must be an administrator.

Whilst Sales Orders can be raised on their own, and separate from requests, the request creation allows all communication regarding the Sales Orders to be tracked. In the standalone Sales Orders, it is simply an order, and nothing more.

Much like other programs, in NetHelpDesk, the Sales Orders itself must be created, before you start adding the items onto it. Similar to getting a piece of paper first, before you start writing on it.

If you have already created a quotation that you would like to use as the template for the Sales Order, go into the quotation that is to be used, and click on the Create a Sales Order button. This will add all items on the quotation to the Sales Order, and the list can be edited, based on what the end-user did or did not authorise for the purchase.

To create a Sales Order without using the Quotation:

1. Click Add New Order button to create the Sales Order.

2. The Order Details screen will appear, with some basic pre-populated data.

Explaining the Sales Order Screen

1. The Sales Order will not have an automatic number, just an ID number for the database. The Sales Order Number can be changed to whatever is deemed relevant for your business model.

2. The date ordered field will be automatically populated with the date and time stamp of when the Add New Order button was selected. This can be amended, as necessary.

3. The Ship Date will also be populated with the same day that the Add New Order button was selected, and it too, can be amended, as necessary.

Sales Orders 1

4. The Taken By field will be pre-populated with the login account being used to create the order.

5. The Status field is read-only, and will progress based on actions within the Sales Order.

6. The PO Number field can be used to record the end-user’s Purchase Order number used to place the order with your business, who is their service provider or vendor or Supplier, and so on.

7. The Deliver By field allows a drop down selection of the Technicians list. This can be cleared if not relevant.

8. The Area, Site and User fields will be pre-populated if from a request, or created against their name in the Sales Orders section. These can be amended using the buttons provided, as necessary.

9. The Order Notes section is there to add notes to the Sales Order in its entirety.

10. Sold By, Lead Source and Canvasser all provide the Technicians names to record who the order was sold by, if not the one entering, the lead person who spotted the opportunity and person who created the opportunity, if different. All are left empty by default.

11. The Invoice Number and Invoice Date fields will remain blank until the sales order is sent for invoice, whether individually or as part of the NHD billing process. If using NHD Billing, or a integration with other accounts software, such as QuickBooks, Sage, KashFlow or Xero, their integration will return this detail. Otherwise, both can be edited manually.

Adding Items to the Sales Order

There are two ways to add items to the sales order, in exactly the same way with quotations; either adding them from a pre-populated item list, or ad hoc manually on an individual basis.

Add Items from List

Click on the Add Item from List button, to reveal two sections.

1. The top section will show any open orders that currently exist for that user in the database, and will display the order history.

2. The bottom section will show the item catalogue that has been populated. Help with populating the item list, please see relevant section of the main guide.

Sales Orders 2

This is a screenshot of a typical Add Items screen, populated with test data for illustration purposes.

The fastest way to populate the Items list, is to use the NetHelpDesk Import functionality in the Tools ribbon of the main screen.

There is a Create a New Item button to start adding individual items to the Items list.

Column Label


Item No.

The ID number assigned to the item in the database by NHD.

Top Level Type

Items can be arranged by Item Types for easy access, similar to Assets.

Item Description

The description assigned to the Item, in the Item Details.

Supplier Part

Supplier Part code, as specified in the Item entry itself.


The quantity or number of the items you wish to add to the Sales Order.

In Stock

Shows the total number of this particular item in stock, as added.


Specifies how much is charged to the end-user.


Specifies how much the item costs to your business.


Tax Code ID, of the tax applied to the item, as specified in the item entry.


If using stock locations, the location of these particular items are displayed.

  1. There is a Search/Next button and field to search the item database using specified criteria.
  1. There is a Scroll to Top Level drop down menu, to skip to high level item types.
  1. The Show All Locations option can be checked if required. Click OK to save changes.

Please Note: Unlike the Quotations area, when adding items from the Items list, the selected items will display the pre-populated details of each item automatically to the Sales Order list. It will not give a preview screen to edit. Instead, the item details shown in the list can be edited, as required.

Double click into the fields of the items added to the Sales Order list to edit them.

Sales Orders 3

Add Items Ad Hoc or Manually

The Add Ad-Hoc Item button is there to use for adding individual items manually, that are not a part of your Items list.

  1. The Add button allows the addition of an item to the quotation on an individual ad hoc basis, and an item that is not in the Items list. The Items list can be populated and used separately. See details of the Items are of this guide.

2. The item will be added to the list as a blank entry. Instead of being pre-populated with information from the items list in the database, the fields will be blank for the user to populate, as required.

Sales Orders 4

Additional Options

1. Click Previous and Next buttons to skip through open orders.

2. View PDF to view the Sales Order to send a copy to your end-user. To edit the template for this document, go to N > Setup > Advanced Options > Advanced Features > Report Layouts.

3. Create Purchase Order will create an order from your company to the Supplier or Suppliers of your items. This is a quick way to add all the items that you don’t have in stock, or do not provide directly. Each item in the list can be selected that you would like to add to the Purchase Order.

4. Mark as Closed allows you to manually mark the Sales Order as fulfilled, rather than using the consignment process in NetHelpDesk. This will allow the order to be added to the billing process if this is run using NetHelpDesk and NHD Billing, or equivalent billing application integration.

5. Hold/Release changes the status relating to an Open Order. Place the Order on Hold if there is an issue that needs to be clarified before Release of the order.

6. View Item is the same as double-clicking the item in the list. It allows the viewing and editing of an item in the Items List catalogue within NetHelpDesk.

7. Edit Details allows the editing of recurring items that are added to the open Sales Order.

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